HR Coordinator (6 Month Contract)

Human Resources / Recruitment Vancouver, BC


Position at Industrial Light & Magic

Position Summary

We are looking for an HR Coordinator to provide assistance to the HR team in all manners of administrative and cyclical processing tasks and to deliver an HR service to employees by answering queries or escalating issues as necessary. This role is a 6-month contract position with possibility of extension.

What You’ll Do

  • Acts as the first point of call for employee queries, directing to the appropriate HR person
  • Assists in the management and keeping track of the offer/benefits process for all new starters from start to finish. Ensuring all paperwork is sent out within 24hrs of the offer received from the Recruitment team and signed paperwork is received back from candidates on time and is compliant with company process and procedure.
  • Keep all HR systems and spreadsheet trackers up to date with employee details and changes liaising with Disney HR as necessary; e.g. SAP, Disney Admin Console, HUB, Holiday and Absence trackers, Visa trackers, starters and leavers report etc.
  • Undertake all standard HR correspondence to and for employees, including contract extension letters, probationary letters, employment references (excluding pre-employment reference requests) change to terms and conditions letters. Escalate any non-standard letters to HR BP / Manager.
  • Assists with all requests for SAP/ Benefits reporting including creation and distribution of reports
  • Coordinates with payroll and managers all relevant employee changes for each week
  • Manage the HR filing systems, both hardcopy and electronic, ensuring they are kept up to date and comply with immigration and employment legislation
  • Assist the HR team with the ILM VAN HR Alias email queries, replying as appropriate and directed to the relevant HR person
  • Provide general administrative assistance to the HR team such as creating HR forms/documents, updating the HR pages on the intranet etc., diary support to the team and undertaking ad-hoc HR projects as required as well as getting actively involved in organizing studio-wide initiatives and events, as required,
  • Undertake research for HR projects as directed by Sr. Manager HRBP or other HR team members
  • Actively gets involved in the organization of studio wide initiatives and HR events as required. Arranges and hosts coffee time for all employees, assists new hire orientation, and assists with introducing the studio to our new staff with an introduction email.
  • Assists HR Manager through some diary coordination for HR team activities, meetings etc.

What We’re Looking For

  • Educated to degree level or equivalent work experience
  • Previous experience of HR and/or recruitment administration or general office administration experience with a desire to gain experience within HR and recruitment
  • Previous experience of working within a fast-paced, creative industry delivering high levels of service
  • Demonstrates a positive and ‘can do’ attitude to work, always embracing tasks with an enthusiasm drive to get things done
  • Able to build a strong rapport with employees at all levels
  • Demonstrate high levels of self-organisation, particularly during times of high workload
  • Maintains high levels of accuracy and attention to detail when under pressure
  • Unfazed by ambiguity and a constantly changing environment
  • Proven ability to quickly adapt to changing priorities
  • Proven ability to effectively manage a demanding and fluctuating workload
  • Works effectively without direct supervision
  • Excellent verbal and written communication skills
  • Advanced use of MS Office including Word, Excel, Outlook, Powerpoint
  • Knowledge of SAP beneficial
  • Nice to have:
    • Experience of working within a global organization beneficial

This position is with Lucasfilm Entertainment Company Ltd. LLC, which is part of a business segment we call Industrial Light & Magic. Lucasfilm Entertainment Company Ltd. LLC is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other basis prohibited by federal, state or local law. Lucasfilm fosters a business culture where ideas and decisions from all people help us grow, innovate, create the best stories and be relevant in a rapidly changing world. **FOR U.S. BASED NEW HIRES ONLY:** We are taking a responsible approach to creating environments that allow us to do what we do best - entertain and inform millions around the world. As part of our commitment to health and safety, COVID-19 vaccines are required for current U.S. salaried and non-union hourly employees, as well as all newly hired U.S. employees.